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Inotiv · 3 hours ago

Administrative Assistant

Alice, TX

Full-time

Onsite

Entry, Mid Level

2+ years exp

Inotiv is a growing contemporary drug discovery and development company. The Administrative Assistant supports site operations and leadership by coordinating purchasing, visitor logistics, memberships, and office functions, ensuring smooth daily administrative processes and compliance with records requirements.

BiopharmaLife ScienceMedical DevicePharmaceutical

Responsibilities

Create and track POs, Change Orders, and REQs in JDE/D365

Receive invoices in JDE/D365, maintain filing systems, research payment statuses

Manage petty cash and vending reimbursements

Coordinate Shipping (e.g FedEx) invoicing and account access

Support client visits by confirming TB requirements and dietary restrictions, preparing visitor PPE/Scrub kits, and arranging meals

Maintain clean laundry distribution for client and visitor PPE

Administer Site AALAS Learning Library account (renewals, seat management, usage reviews)

Maintain and renew commercial/industry memberships (AALAS, TBAALAS, APV, ASLAP, etc.)

Manage mail distribution, shred schedules, and supply orders

Track and renew vehicle registrations for site vehicles

Maintain documentation for donations, community events, and sponsorships

Process and mail checks/funds to corporate

Collect documentation for audits, inspections, ongoing expenditures and storm/emergency responses

Keep accurate and organized records in Teams and filing systems

Other special projects and duties as assigned

Qualification

JDED365Microsoft Office SuiteOrganizational skillsResults DrivenEfficiencyAttention to detailConfidentialityCommunicationCollaborationCustomer FocusRelationship Building

Required

High school diploma or equivalent required

2+ years in administrative, coordinator, or office support role

Extended computer and display screen equipment usage

Ability to push, pull, lift up to 20 lbs unassisted

Stand/walk for extended periods of time

Fine manipulation including handling tools, objects, and controls

Ability to read and interpret materials, verbally communicate, and hear as required

Customer Focus. Identifies, prioritizes and anticipates customer needs and delivers relevant, value-add, solutions to meet and exceed them

Results Driven. Internal drive toward action to efficiently, timely, and accurately achieve results. Sets high but achievable standards for self and others. Seeks opportunities to improve process and outcomes. Constantly reviews performance to identify areas to develop

Efficient. Takes responsibility for own time and effectiveness. Identifies what needs to be done and does it before being asked or before the situation requires it. Able to work things out without having to be shown too often. Seeks opportunities to contribute appropriately without direction

Communication. Able to communicate information and ideas clearly and articulately both in oral and written form. Uses appropriate language, style and methods depending on audience and the purpose of communication. Able to convey complex information clearly. Anticipates the information that others will need. Expresses ideas effectively. Practices attentive and active listening

Collaboration. Actively supports and contributes to the success of the team. Actively encourages and practices collaboration and cooperation on the team. Shares information and supports other team members. Can get things done with and through others and set realistic objectives. Seeks opportunities to develop others

Relationship Builder. Develops, maintains, and strengthens strong partnerships with others internally